WRSU – Biohazard Waste Removal Services

Solicitation / RFP / RFQ

This document outlines the "Clauses, Provisions, Additional Terms and Conditions" for the WRSU - Biohazard Waste Removal opportunity. It details the contractual terms and conditions that will govern the awarded contract.

This document primarily focuses on the legal and contractual requirements, rather than specific technical deliverables. It incorporates numerous Federal Acquisition Regulation (FAR) and Department of Health and Human Services Acquisition Regulation (HHSAR) clauses. Key areas covered include:

• Invoicing Instructions: Mandates electronic submission of payment requests via the Department of Treasury Invoice Processing Platform (IPP), with exceptions requiring Contracting Officer authorization.
• Contract Clauses: Lists and incorporates by reference a comprehensive set of FAR and HHSAR clauses covering various aspects such as:
  • Anti-Lobbying
  • Equal Employment Opportunity
  • Safety and Health
  • Publications and Publicity
  • Gratuities
  • Contractor Employee Whistleblower Rights
  • System for Award Management Maintenance
  • Representations and Certifications
  • Contract Terms and Conditions for Commercial Products and Services
  • Prohibitions on certain technologies (e.g., Kaspersky, ByteDance, Telecommunications/Video Surveillance)
  • Small Business concerns (Set-asides, Subcontracting Plans, Utilization)
  • Labor Standards (Service Contract Labor Standards, Minimum Wages, Paid Sick Leave)
  • Buy American provisions
  • Trade Agreements
  • Restrictions on Foreign Purchases
  • Payment terms and methods (EFT)
  • Privacy and Security Safeguards
  • Addressing DEI Discrimination by Federal Contractors
• Solicitation Provisions: Includes details on quote due dates, offer acceptance, and instructions for submitting offers. It specifies that offers must be submitted via email to Minkyu.Kim@ihs.gov and should include a technical proposal, price proposal, and representations and certifications.
• Evaluation Criteria: Outlines that the award will be made on a Best Value basis, considering technical capability, price, and past performance. Offers not responding to all requirements may be rejected.

While specific contract type, period of performance, and estimated value are not detailed in this attachment, it establishes the framework for these elements through the incorporated clauses and provisions.

• Submission Deadline: As stated in the solicitation.
• Submission Method: Email to Minkyu.Kim@ihs.gov with three separate attachments (Technical Proposal, Price Proposal, Representations and Certifications).
• Evaluation Factors: Technical capability, price, and past performance, in descending order of importance.

Numerous clauses related to small business concerns, including total small business set-asides, partial set-asides, HUBZone, Service-Disabled Veteran-Owned Small Business (SDVOSB), and Economically Disadvantaged Women-Owned Small Business (EDWOSB) concerns, are incorporated. Offerors must review these clauses to determine applicability.

• Bidders are cautioned that listed provisions may require completion and submission.
• Full text of referenced FAR and HHSAR clauses can be accessed online.
• Offerors must have an active entity registration in the System for Award Management (SAM.gov) to submit an offer.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) that defines the Government's approach to monitoring and evaluating contractor performance for biohazard waste management services at the Whiteriver Service Unit (WRSU). It ensures compliance with the Performance Work Statement (PWS), federal and Arizona regulations, and Indian Health Service (IHS) policies.

• Scope: Applies to all biohazard waste management services at WRSU facilities, including hospitals, clinics, ancillary departments, and all aspects of collection, packaging, labeling, storage, transportation, treatment, and disposal, as well as documentation and regulatory reporting.
• Applicable Standards: Performance will be evaluated against OSHA, EPA/RCRA, DOT Hazardous Materials Regulations, Arizona ADEQ requirements, CDC infection control guidance, and IHS policies/local SOPs.
• Roles & Responsibilities: Outlines the roles of the Contracting Officer (CO), Contracting Officer's Representative (COR), and WRSU Facility Stakeholders.
• Surveillance Approach: A risk-based, performance-oriented approach focusing on infection prevention, regulatory compliance, safety, and environmental protection. Special attention is given to pickup reliability, storage, and documentation accuracy due to WRSU's remote location.
• Performance Objectives & Methods: Details specific objectives (e.g., proper waste segregation, timely pickup, safe handling) with corresponding performance standards (AQL), surveillance methods (visual inspection, document review, random sampling, incident-based), frequency, and responsible parties.
• Documentation & Corrective Actions: Describes how performance will be documented and the process for addressing deficiencies, including Corrective Action Plans (CAPs) and potential contractual remedies.
• CPARS Support: Surveillance data will support Contractor Performance Assessment Reporting System (CPARS) ratings.
• Review & Updates: The QASP may be updated based on operational changes, regulatory updates, contract modifications, or performance trends.
• Optional Attachments: Lists recommended attachments such as an inspection checklist, PWS-QASP crosswalk, incident review form, and pickup schedule.

This QASP outlines the government's quality control measures and performance expectations for biohazard waste management services. Bidders should review this document to understand how their performance will be monitored, evaluated, and what standards they must meet to ensure contract compliance and successful performance. It highlights critical areas such as regulatory compliance, safety, and reliability, particularly concerning the remote location.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a detailed price schedule template for the "WRSU Hazardous Waste Disposal Services" project. It is intended to assist bidders in developing their cost proposals.

• The template includes line items for "WRSU Hazardous Waste Disposal Services" and allows for breakdown into Base Period and four Option Years.
• It provides fields for Quantity, Unit, Unit Price, and Total Price for each line item.
• Sections are included for Fringe Benefits, Overhead, Other Direct Costs (ODCs) such as Travel, Subcontracts, Consultants, Materials, and CDs, as well as General & Administrative (G&A) expenses and Fee/Profit.
• Assumptions for Inflation Rate, Fringe Benefits Rate, Overhead Rate, G&A Rate, and Fee/Profit Percentage are also provided.
• All cost and price fields are currently populated with '0.0', indicating that specific pricing details are to be filled in by the bidder.

Bidders must use this template to structure and submit their pricing for the WRSU Hazardous Waste Disposal Services. The template guides the breakdown of costs across different contract periods and cost categories. The final submitted pricing will be a critical component of the proposal evaluation.

Form / Attachment / Pricing Sheet

This document is an Exemption Letter from the Arizona Department of Revenue granting the Department of Health & Human Services, Phoenix Area Indian Health Service, an exemption from Arizona Transaction Privilege Tax and Use Tax. This exemption is effective January 1, 2025, for transactions occurring under specific business classifications.

• The letter lists specific Business Codes and their corresponding Exempt Classifications for both state and city taxes.
• It details statutory references for these exemptions.
• It explicitly states that exemptions are not applicable for transient lodging/hotel.
• Appendix A lists all locations claimed to be exempt by the organization.

Potential bidders should review the listed business classifications and statutory references to understand which transactions related to this opportunity may be exempt from Arizona Transaction Privilege Tax and Use Tax. Bidders must present a copy of this Exemption Letter along with a completed Arizona Form 5000HC to substantiate the exempt status for applicable locations. This information is crucial for accurate pricing and invoicing if the bidder is a vendor to the Phoenix Area Indian Health Service.

Solicitation / RFP / RFQ

This document is a combined synopsis/solicitation for commercial items, specifically Biohazard Waste Removal Services. It serves as a Request for Quotation (RFQ) and constitutes the only solicitation; a separate written solicitation will not be issued. The acquisition is being conducted using Simplified Acquisition Procedures and is set aside for Total Small Business.

• The core service required is Biohazard Waste Removal.

• Specific details regarding the goods/services are found in Attachment 3 - Statement of Work and Attachment 4 - Price Schedule.

• Offerors must quote on an all-or-none basis.

• Not explicitly stated in this document, but implied to be a contract for services.

• Quotes Due Date: 26 June 2026, 1300 PM ET.

• Submission Method: Email quotes to minkyu.kim@ihs.gov.

• Questions Deadline: 26 June 2026, 1100 AM ET. Contact Minkyu Kim at minkyu.kim@ihs.gov for questions.

• Quote Validity: 90 calendar days from the date established for receipt of quotations.

• Required Information: CAGE Code, UEI, Tax Identification Number, FOB Point, Discount Terms, and Delivery Date.

• Evaluation Criteria: Not detailed in this document, but award will be made using Simplified Acquisition Procedures.

• This solicitation is set aside for Total Small Business.

• Offerors must have current System for Award Management (SAM) registrations.

• The NAICS Code is 562112.

• Applicable FAR/HHSAR provisions and clauses are included as an attachment.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued under the Service Contract Act, providing minimum wage and fringe benefit rates for various occupations in Arizona Counties of Apache, Gila, and Navajo. It serves as a reference for contractors to ensure compliance with labor laws on covered contracts.

• Lists numerous occupational codes and titles.
• Specifies the minimum hourly wage rate for each occupation.
• Indicates that fringe benefits are required and follow the occupational listing.
• Includes notes on Executive Orders related to paid sick leave and minimum wage for federal contractors.
• Provides details on vacation and holiday entitlements.
• Outlines the process for requesting authorization of additional classifications and wage rates (conformance process).

Bidders must review this document to understand the minimum wage and fringe benefit requirements for all labor categories that will be employed on the contract. This information is crucial for accurate cost estimation and proposal development to ensure compliance with federal labor laws.

Statement of Work (SOW) / Performance Work Statement (PWS)

This Statement of Work outlines the requirements for Biohazard and Hazardous Pharmaceutical waste retrieval and disposal services for the Indian Health Services, Whiteriver Service Unit.

• Provide all necessary supplies and equipment for waste services.

• Offer pickup, transport, and disposal for infectious waste, including trace chemotherapeutic waste.

• Conduct pickup, transport, and disposal for hazardous pharmaceutical waste (RCRA and non-RCRA) four times annually.

• Dispose of RCRA Pharmaceutical waste (up to 150 lbs annually) via high-temperature incineration and lined waste landfill.

• Perform Pharmacy Formulary characterization twice annually.

• Provide appropriate containers (RCRA, non-RCRA, chemotherapeutic agents, biohazard barrels) for waste storage and transport.

• Ensure transport vehicles are properly placarded, fully enclosed, lockable, sealed, and allow unrestricted access for loading/unloading.

• Transporters must adhere to speed limits, exercise caution, and provide signed receipts upon pickup.

• Weekly pickups of approximately twenty-two (22) waste containers (44/45 gallons each) are estimated.

• Scheduled service is weekly between 6 am and 8 am, excluding Federal Holidays, with dates to be arranged.

• Contractor must comply with EPA, OSHA, and RCRA regulations, as well as Federal, Tribal, State, and local guidance for biohazardous waste.

• The contract duration is five years: one base year with four option years.

• Services are for the Whiteriver Service Unit.

• Invoicing will be to the Whiteriver Service Unit, Environmental Services Department, using Invoice Platform Processing (IPP).

• Updates to services or policies must be communicated to the Contract Officer's Representative (COR).

Form / Attachment / Pricing Sheet

This document is the Indian Health Service (IHS) Buy Indian Act Indian Economic Enterprise Representation Form. It serves as a self-certification for offerors to confirm they meet the definition of an "Indian Economic Enterprise" as required by the Buy Indian Act. This form is to be submitted in response to a Sources Sought Notice, Request for Information (RFI), or Solicitation.

• Eligibility Criteria: Offerors must certify that their enterprise meets the definition of an "Indian Economic Enterprise" throughout the offer, award, and performance periods.
• Notification Requirement: Contractors must immediately notify the Contracting Officer in writing if they no longer meet eligibility requirements.
• Documentation: Contracting Officers may request documentation of eligibility.
• Registration: Successful offerors must be registered with the System of Award Management (SAM).
• Penalties: False or misleading information is subject to legal penalties.
• Representation Section: Requires the offeror to check a box indicating whether they meet the definition of an "Indian Economic Enterprise" with "Indian Ownership."
• Required Fields: Name of Federally Recognized Tribal Entity, Name of the 51% owner of IEE Firm, Business Name, DUNS Number, Certifying Signature, and Print Name.

This form is critical for any bidder seeking to participate in opportunities designated under the Buy Indian Act. Bidders must accurately complete and submit this form to self-certify their eligibility. Failure to meet the criteria or complete the form correctly could disqualify an offer.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide biohazard and hazardous pharmaceutical waste retrieval and disposal services for the Whiteriver Service Unit of the Indian Health Services.

• Provide all necessary supplies and equipment for waste services.

• Perform pickup, transport, and disposal of infectious waste, including trace chemotherapeutic waste.

• Perform pickup, transport, and disposal of hazardous pharmaceutical waste (RCRA and non-RCRA) four times annually.

• Dispose of RCRA Pharmaceutical waste (up to 150 lbs annually) via high-temperature incineration and lined waste landfill.

• Perform Pharmacy Formulary characterization twice annually.

• Provide containers for RCRA (P-, U-, F-listed and chemotherapeutic agents) and non-RCRA waste.

• Provide clean, rigid "BIOHAZARD" labeled containers for infectious waste storage between pickups.

• Ensure transport vehicles are properly placarded, fully enclosed, lockable, sealed, and provide unrestricted access for loading/unloading.

• Transporter drivers must adhere to speed limits and exercise caution during pickups, and are responsible for labor to swap containers and provide a signed receipt.

• Updates to services or policies must be communicated to the Contract Officer's Representative (COR).

• Estimated quantities: approximately twenty-two (22) waste containers (44/45 gallons each) removed weekly.

• Scheduled pickups: once every week between 6 am and 8 am, excluding Federal Holidays. Service dates to be arranged with COR.

• Contractor must comply with EPA, OSHA, and relevant regulatory guidance for biohazardous waste.

• Contract Duration: Five (5) years total (Base Year + Four Option Years).

• Location: Whiteriver Service Unit, Whiteriver, AZ.

• Pickups: Weekly, between 6 am and 8 am.

• Compliance with EPA, OSHA, and other applicable regulations.

• Use of specific container types and labeling.

• Use of properly equipped and placarded transport vehicles.

• Driver adherence to safety protocols and provision of pickup receipts.

• Invoicing: To Whiteriver Service Unit, Environmental Services Department, via Invoice Platform Processing (IPP).

• Contractor Officer Representative: Neva R Nashio (928-338-3661, neva.nashio@ihs.go).

Sources Sought Notice

This notice is for market research purposes to determine compliance with the Buy Indian Act and to assess the potential for a set-aside. It is not a request for quote.

The contractor shall provide all labor, equipment, supplies, and regulatory-compliant services to collect, transport, and dispose of biohazardous and hazardous pharmaceutical waste. This includes RCRA and non-RCRA materials on a scheduled basis for the Indian Health Services Whiteriver Service Unit, adhering to all applicable federal, state, tribal, EPA, and OSHA requirements.

Interested firms must respond in writing and include:

• Company name

• Point of contact information

• FSS / SEWP Contract number (if applicable)

• DUNS number or SAM Unique Entity Identifier

• Tax ID number

• Business category (IEE or ISBEE)

• Capability statement detailing qualifications and ability to meet the requirement

• Documentation from manufacturer if an authorized distributor

• The IHS Contracting Officer will prioritize ISBEE set-asides.

• Definitions for Indian Economic Enterprise (IEE) and Indian Small Business Economic Enterprise (ISBEE) are provided.

• Interested parties must self-certify eligibility using the designated IHS Indian Economic Enterprise Representation form and identify the specific Indian Tribe or Alaska Native Corporation for IEE status.

• This is the only notice; no other copies will be provided.

• Responses will be used to make an acquisition decision.

• Prospective contractors must complete electronic annual representations and certifications and be registered in SAM at the time of offer or quotation submission.

• Attachment 1: IHS Indian Economic Enterprise Representation form

• Attachment 2: Statement of Work